COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Assessor-County Clerk-Recorder

DATE:

June 29, 2007

BOARD MEETING DATE:

July 10, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Warren Slocum, Assessor-County Clerk-Recorder

SUBJECT:

Amendment to Agreement with Easy Access, Inc. (EAI), extending the term for two years, to complete assessment systems upgrade

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board to execute an amendment to the agreement with EAI, extending the term through December 31, 2008, to complete the upgrade of two existing assessment systems, for the unspent balance of the original amount, not to exceed $94,913.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal 20: Governmental decisions are based on careful consideration of future impact, rather than temporary relief of immediate gain.

This agreement will provide additional time to complete a vital system software upgrade that will shorten processing time for property assessments and further integrate our operations with those of the Controller and Tax Collector.

Performance Measure(s):

Measure

FY 2006-07
Estimate

FY 2007-08
Target

Median days from residential sale to notice of supplemental assessment

20

19

Percent of taxing agencies rating services as good or better

90%

90%

BACKGROUND:

In 1996, this Department contracted with EAI to replace its outdated secured and unsecured assessment applications. Since that time we have used the software with success. In February 2006 your honorable board approved the agreement (Reso. 067827, 2/28/06) that provided for analysis, design, and implementation of new assessment software that would integrate both assessment applications into a single, browser-based system and take advantage of improvements in the user interface and the power of the existing AS400 platform. The agreement was for ten months, ending December 31, 2006, for an amount not to exceed $161,200. Work is incomplete and $94,913 remains unspent.

DISCUSSION:

Completion of the work was delayed in the design development stage because that phase took more time than originally planned. It is now estimated that this project will be successfully completed in the summer of 2008.

The proposed amendment to the agreement will only extend the term by two years (December 31, 2008). The statement of work and total cost are unchanged. The original work will be completed for the unspent balance of the original encumbrance.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

This amendment has been reviewed and approved by County Counsel, and Risk Management has approved the contractor’s insurance.

FISCAL IMPACT:

There will be No Net County Cost. This amendment impacts the contract term and not the amount of the contract. There is no cost increase from the original contract. Costs for the original contract will be paid from funds already encumbered in FY 2006-07 and budgeted in FY 2007-08. Therefore, approval of this amendment does not impact Net County Cost.